Administrative Assistant at IITA - International Institute of Tropical Agriculture

DUTIES: 

• Act as receptionist to visitors in the Unit.
• Receive customer's complaints, forward to the concerned Unit Supervisor and follow up until it is resolved.
• Assist in managing and assigning inquiries to the buyer and provide inquiry reports to the Procurement Manager.
• Expedite, track and provide Purchase Orders update as may be necessary.
• Ensure the use of Oracle/excel/word for creating and updating records.
• Ensure that records are adequately stored either on cloud or hard files.
• Keep track of purchases of all orders to ensure prompt delivery of goods.
• Assist in organizing conferences, workshops, training courses, and other related activities.
• Assist the supply chain support in the day-to-day administrative processes and functions.
• Assist in handling logistical arrangements for meetings, workshops, official travels, and accommodation (flight and hotel booking, travel authorization requests, travel advances, and retirement of claims as needed).
• Assist in raising internal, purchase requisitions and assist in following up with the Finance Office on the processing of invoices and payments.
• Assist in managing the Unit inventories, raise work orders, and follow up till the execution stage.
• Assist in coordinating, recording, documenting minutes of meetings and prepare monthly reports.
• Perform any other job-related duties as may be assigned by the Supervisor.

QUALIFICATION:

• OND/NCE in Business Administration, Public Administration, or related field with a minimum of three (3) years’ experience performing a similar role in a well-structured environment.

COMPETENCIES:

The ideal candidate must:

• Have excellent writing and oral communication skills in English.
• Be proficient in MS Office (Word, Excel, PowerPoint, Outlook) with demonstrated experience.
• Proficient in the use of Oracle Applications is mandatory.
• Be well organized, able to multitask, and work under pressure to meet deadlines with keen attention to details.
• Have a positive attitude, strong team spirit, and the ability to work well in a diverse team.